Transcript THE SKILL-BUILDING SUPERVISOR: Top Tools For Your Journey to Excellence “Fighting Your Time Bandits” An Infopeople Webcast Presented by: Dr.

THE SKILL-BUILDING
SUPERVISOR:
Top Tools For Your Journey
to Excellence
“Fighting Your Time Bandits”
An Infopeople Webcast
Presented by:
Dr. Steve Albrecht, PHR, CPP
[email protected]
YOUR TIME BANDITS?
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E-Mail
Meetings
Phone calls / Cell calls
Co-workers
Patron problems
Stress
Family issues
Urgent projects
E-MAIL PROS AND CONS?
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Fast
Global reach
A record
Attachments
Informative
Non-threatening
Cost-effective
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Impersonal
Spam and
viruses
Error-prone
Not confidential
“Busy work”
factor
No tone
MEETING RULES
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“Tailgate Talks.”
Use odd start and stop times.
Give prior notice; provide a timebased agenda.
Make the room less comfortable.
If you’re the big boss, lock the
doors and hang a sign that says,
“You missed it; we’ve started
already.”
TO-DO LISTS
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Shorter is better.
A-B-C priorities.
Stephen Covey’s “Urgent versus
Important” quadrants.
Not important, not urgent: less than 1%
Not important, urgent:
15%
Important, urgent:
20-25%
Important, not urgent:
65-80%
STEPHEN COVEY’S ACTIVITY
MATRIX from The 7 Habits of Highly
Effective People (1989, Simon & Schuster)
URGENT
IMPORTANT
NOT
IMPORTANT
I
NOT URGENT
II
Crises
Pressing Problems
Deadlines
III
Preparation
Prevention
Planning
Relationship Building
IV
Interruptions
Some mail/reports
Some meetings
Some “pressing
matters”
Busywork
Time wasters
“Escape” activities
YOUR OFFICE
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Make a reading pile for later.
Your chair = comfy
Their chair = not comfy or missing
(standing meetings)
Set two e-mail times per day.
Use the DND feature on your phone.
Stop moving things from pile to pile!
Shred it!
Teach others to respect your time.
YOUR PERSONAL TIME
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Set aside and enforce daily “quiet
time.”
Eat and work, but not at your desk.
Avoid the e-mail lure.
Set boundaries, especially afterhours. (Learn to say “no” and not
feel guilty.)
Don’t get too attached to the
technology.
Prepare for tomorrow at quitting
time.
YOUR TOOLS
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Day planner. (Offer a cash
reward if you lose it.)
“Idea Nets” – Post-its™, index
cards, tape recorder.
Software tools for time
management, project planning.
Develop a workable “tickler
system.”
Back up your data religiously.
TIME MANAGEMENT BASICS
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Handle each piece of paper once.
File it, delegate it, toss it, or act on it.
Be ruthless when reading e-mail.
Set and enforce meeting times.
Schedule a spring cleaning.
Make better use of people, tools, and
resources.
Stop saying, “Where does the time
go?”
Thanks for your time
and attention.
Good luck, from Dr. Steve